CTIMR_Contractual_Site_Visit_Slides_01-04-2013_Rev1.pdf

Comprehensive Tactical Infrastructure Maintenance and Repair (CTIMR) Area 1

Pre-Proposal Site Visit

HSBP1013R00017

Sectors El Centro/ San Diego, CA

7 – 8 January 2013

Comprehensive Tactical Infrastructure Maintenance and Repair (CTIMR) Area 1

Pre-Proposal Site Visit

HSBP1013R00017

Sectors El Centro/ San Diego, CA

7 – 8 January 2013

AgendaAgenda

Welcome/Introductions Overview of RFP HSBP1013R00017 (A00001)

- Acquisition Strategy

- Section B (CLIN Structure)

- Section H (Key Personnel)

- Section L (Proposal Submission Requirements)

- Section M (Evaluation Criteria)

Questions

Potential Offerors

Sr. Contract Specialist Pauline Pickeringwade

Program Managers Heather Santiago / Mike Urquidi

WELCOMEWELCOME

Government Points of Contact

Government Points of Contact

Government Procurement Team

Senior Contract Specialist - Pauline Pickeringwade

Phone: 571-468-7035

E-mail: pauline.pickeringwade@cbp.dhs.gov

Contracting Officer - Clarence Abernathy

Phone: 317-614-4562

E-mail: clarence.w.abernathy@cbp.dhs.gov mailto:pauline.pickeringwade@cbp.dhs.gov mailto:clarence.abernathy@cbp.dhs.gov

Overview of

RFP HSBP1013R00017

Overview of

RFP HSBP1013R00017

NOTE

Amendment A00001 was posted to FBO on 5 January 2013

Revised multiple sections of the RFP

Added new and revised Attachments

Contract Type Hybrid Cost Reimbursable Plus Fixed Fee (CPFF) and Firm Fixed Price (FFP)

Duration Base year plus 4 option years (total of 5 years)

Period of Performance One year (365 days) after official Notice to Proceed

Anticipated Award Date May / June 2013

Set-Aside 100% Small Business

Small Business Size NAICS Code 237990, $33.5M

Award Determination Best Value

Acquisition StrategyAcquisition Strategy

Total of nine (9) CLINs in the Base Period and each Option Period

CPFF CLINs

- Fence/Gates

- Roads/Bridges

- Drainage/Grates

- Lighting/Electrical

- Vegetation Control/Debris Removal

- Fee

- OH, G&A Allocation Factor

- Improvement Activity (Optional)

FFP CLIN

- Program Management Support

Total of nine (9) CLINs in the Base Period and each Option Period

CPFF CLINs

- Fence/Gates

- Roads/Bridges

- Drainage/Grates

- Lighting/Electrical

- Vegetation Control/Debris Removal

- Fee

- OH, G&A Allocation Factor

- Improvement Activity (Optional)

FFP CLIN

- Program Management Support

Section B CLIN Structure

Section B CLIN Structure

CPFF CLINs

Work Category CLINs

- All costs associated with performance of requirements within each work category should be included in the respective CLIN

- Work categories include:

• Fence/Gates

• Roads/Bridges

• Drainage/Grates

• Lighting/Electrical

• Vegetation Control/Debris Removal

Improvement Activity CLIN

- Optional CLIN to be exercised as required

- Estimated three (3) improvement activities per year

- Each activity will not exceed $750,000

- Program Management costs will be captured in separate CLIN

CPFF CLINs

Work Category CLINs

- All costs associated with performance of requirements within each work category should be included in the respective CLIN

- Work categories include:

• Fence/Gates

• Roads/Bridges

• Drainage/Grates

• Lighting/Electrical

• Vegetation Control/Debris Removal

Improvement Activity CLIN

- Optional CLIN to be exercised as required

- Estimated three (3) improvement activities per year

- Each activity will not exceed $750,000

- Program Management costs will be captured in separate CLIN

Section B CLIN Structure

FFP CLIN

Program Management CLIN

- All labor, equipment, and material costs associated with management of the contract, including:

• Mobilization

• Work plan development

• Program oversight activities of key personnel described in Section H

• Government information management/reporting requirements and meeting requirements

• Transportation and storage of Government furnished materials

- Excludes costs for management/oversight of on-site work (i.e., Foreman)

FFP CLIN

Program Management CLIN

- All labor, equipment, and material costs associated with management of the contract, including:

• Mobilization

• Work plan development

• Program oversight activities of key personnel described in Section H

• Government information management/reporting requirements and meeting requirements

• Transportation and storage of Government furnished materials

- Excludes costs for management/oversight of on-site work (i.e., Foreman)

Section B CLIN Structure

Key personnel under the contract include:

- Program/Project Manager

- Supervisor (Sector)

- Program Analyst

Roles and responsibilities of key personnel are stated in the RFP

Before removing or replacing key personnel, the Contractor shall:

- Notify the Contracting Officer, in writing

- Receive approval of change from Contracting Officer

Key personnel under the contract include:

- Program/Project Manager

- Supervisor (Sector)

- Program Analyst

Roles and responsibilities of key personnel are stated in the RFP

Before removing or replacing key personnel, the Contractor shall:

- Notify the Contracting Officer, in writing

- Receive approval of change from Contracting Officer

Section H Key Personnel

Section H Key Personnel

Proposal shall be submitted in two separate volumes

- Volume I – Technical Proposal

- Volume II – Cost/Price Proposal

Proposal Due Date: 07 February 2013

Proposals shall be submitted both:

- Electronically via e-mail to pauline.pickeringwade@cbp.dhs.gov. and ctimr@dhs.gov

- In hard copy to the stated address in the RFP

Failure to comply with Section L instructions may be grounds for exclusion of proposal from further consideration

Proposal shall be submitted in two separate volumes

- Volume I – Technical Proposal

- Volume II – Cost/Price Proposal

Proposal Due Date: 07 February 2013

Proposals shall be submitted both:

- Electronically via e-mail to pauline.pickeringwade@cbp.dhs.gov. and ctimr@dhs.gov

- In hard copy to the stated address in the RFP

Failure to comply with Section L instructions may be grounds for exclusion of proposal from further consideration

Section L Proposal Submission Requirements

Section L Proposal Submission Requirements mailto:pauline.pickeringwade@cbp.dhs.gov mailto:ctimr@dhs.gov

Technical Proposal Format

Limited to 50 pages Proposal Sections:

-Section 1 - Transmittal Letter -Section 2 - Executive Summary and Table of Contents -Section 3 - Management/Technical

• Tab A: Management Approach

If teaming arrangements are proposed, copies of Teaming Agreements or Letters of Commitment are required

• Tab B: Technical Capabilities

• Tab C: Past Performance

Submit past performance for maximum of three (3) contracts performed within the last 3 years preceding RFP issuance date

If teaming arrangement proposed, prime offeror must submit past performance for a minimum of two (2) of the 3 contracts

Questionnaires due by 15 February 2013

Technical Proposal Format

Limited to 50 pages Proposal Sections:

-Section 1 - Transmittal Letter -Section 2 - Executive Summary and Table of Contents -Section 3 - Management/Technical

• Tab A: Management Approach

If teaming arrangements are proposed, copies of Teaming Agreements or Letters of Commitment are required

• Tab B: Technical Capabilities

• Tab C: Past Performance

Submit past performance for maximum of three (3) contracts performed within the last 3 years preceding RFP issuance date

If teaming arrangement proposed, prime offeror must submit past performance for a minimum of two (2) of the 3 contracts

Questionnaires due by 15 February 2013

Section L Proposal Submission Requirements

Proposal Submission Requirements

Technical Proposal Format (Cont’d)

Proposal Sections (Cont’d)

-Section 3 - Management/Technical (Cont’d)

• Tab D: Sample Work Plan

Based on Sample Work Plan Request (Attachment 3 to the RFP)

Sample Work Plan format and requirements stated in RFP

Hours, materials and equipment for Program Management and Improvement Activities should be included separately under each respective CLIN

• Tab E: Assumptions, Exceptions, and Deviations

Technical Proposal Format (Cont’d)

Proposal Sections (Cont’d)

-Section 3 - Management/Technical (Cont’d)

• Tab D: Sample Work Plan

Based on Sample Work Plan Request (Attachment 3 to the RFP)

Sample Work Plan format and requirements stated in RFP

Hours, materials and equipment for Program Management and Improvement Activities should be included separately under each respective CLIN

• Tab E: Assumptions, Exceptions, and Deviations

Section L Proposal Submission Requirements

Cost/Price Proposal Format

Cost proposal submitted using cost model (Attachment 4 to the RFP)

Cost model and basis of estimate must be in Excel 2003 format only

Proposal Sections:

-Section 1 – Executive Summary and Table of Contents -Section 2 – Solicitation, Offer, and Award -Section 3 – Exceptions -Section 4 – Financial Capability -Section 5 – Cost or Pricing Data

• Tab A: Cost/Price Supporting Information

Summary schedule based on Sample Work Plan Request (Attachment 3) that includes estimated Total, Not-To-Exceed Amount

Full back-up documentation for each work category, Program Management, and Improvement Activity CLINs required

Back-up documentation requirements and level of detail required are stated in RFP

Cost/Price Proposal Format

Cost proposal submitted using cost model (Attachment 4 to the RFP)

Cost model and basis of estimate must be in Excel 2003 format only

Proposal Sections:

-Section 1 – Executive Summary and Table of Contents -Section 2 – Solicitation, Offer, and Award -Section 3 – Exceptions -Section 4 – Financial Capability -Section 5 – Cost or Pricing Data

• Tab A: Cost/Price Supporting Information

Summary schedule based on Sample Work Plan Request (Attachment 3) that includes estimated Total, Not-To-Exceed Amount

Full back-up documentation for each work category, Program Management, and Improvement Activity CLINs required

Back-up documentation requirements and level of detail required are stated in RFP

Proposal Submission Requirements

Cost/Price Proposal Format (Cont’d)

Proposal Sections (Cont’d) -Section 5 – Cost or Pricing Data (Cont’d)

• Tab B: Subcontractor Supporting Information

Supporting cost/price documentation shall be provided in the same format for each subcontractor

Subcontractors should submit proprietary data directly to CO in separate, sealed envelope

• Tab C: Assumptions

• Tab D: Written Statement on Approved Purchasing System

• Tab E: Written Statement on Estimating System

• Tab F: Written Statement on Approved Accounting System

-Section 6 – Offeror’s Addendum

Cost/Price Proposal Format (Cont’d)

Proposal Sections (Cont’d) -Section 5 – Cost or Pricing Data (Cont’d)

• Tab B: Subcontractor Supporting Information

Supporting cost/price documentation shall be provided in the same format for each subcontractor

Subcontractors should submit proprietary data directly to CO in separate, sealed envelope

• Tab C: Assumptions

• Tab D: Written Statement on Approved Purchasing System

• Tab E: Written Statement on Estimating System

• Tab F: Written Statement on Approved Accounting System

-Section 6 – Offeror’s Addendum

Section L Proposal Submission Requirements

Evaluation Factors

- Factor 1: Management/Technical (Non-Cost)

• Factor 1(a): Management Approach

• Factor 1(b): Technical Capabilities

- Factor 2: Past Performance (Non-Cost)

- Factor 3: Sample Work Plan (Non-Cost)

- Factor 4: Cost/Price

Relative Importance of Evaluation Factors

- Factors 1-3 (non-cost factors) are listed in descending order of importance

- All non-cost factors, when combined, are significantly more important than

Cost/Price

- Under Factor 1 (Management/Technical), Subfactors are listed in descending order of importance

Evaluation Factors

- Factor 1: Management/Technical (Non-Cost)

• Factor 1(a): Management Approach

• Factor 1(b): Technical Capabilities

- Factor 2: Past Performance (Non-Cost)

- Factor 3: Sample Work Plan (Non-Cost)

- Factor 4: Cost/Price

Relative Importance of Evaluation Factors

- Factors 1-3 (non-cost factors) are listed in descending order of importance

- All non-cost factors, when combined, are significantly more important than

Cost/Price

- Under Factor 1 (Management/Technical), Subfactors are listed in descending order of importance

Section M Evaluation Criteria

Section M Evaluation Criteria

Superior

Proposal meets requirements

Indicates an above average approach and understanding of the requirements

Must have “all” of the following: 1) significant strengths, 2) no weaknesses, and 3) no deficiencies

Acceptable

Proposal meets requirements

Indicates an average approach and understanding of the requirements

Proposal has few or no strengths and no deficiencies

Unacceptable

Proposal fails to meet the requirements

Contains one or more deficiencies for which correction would require a major revision or redirection of the proposal

Section M Evaluation Criteria

Section M

The adjectival ratings below will be assigned to:

Factor 1 (Management/Technical)

Subfactor 1(a): Management Approach

Subfactor 1(b): Technical Capabilities

Factor 3: Sample Work Plan

Very Relevant

Past performance effort involved essentially the same magnitude, scope of effort, and complexities this solicitation requires

Demonstrates past performance in each of five work categories

Relevant

Past performance effort involved much of the magnitude, scope of effort, and

Demonstrated past performance in at least four work categories

Not Relevant

Past performance effort did not involve the magnitude and scope of effort and

Section M Evaluation Criteria

Section M

The adjectival ratings below will be assigned to Factor 2 (Past Performance) for:

Relevancy

Confidence Assessment

Substantial Confidence

Based on the offeror’s performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence

Based on the offeror’s performance record, the Government has an expectation that the offeror will successfully perform the required effort.

Limited Confidence

Based on the offeror’s performance record, the Government has a low expectation that the offeror will successfully perform the required effort.

No Confidence Based on the offeror’s performance record, the Government has no expectation that the offeror will be able to successfully perform the required effort.

Factor 4 (Cost/Price) will be evaluated for:

Cost/Price Realism to determine if proposed cost/prices are:

- Realistic for work to be performed

- Reflect a clear understanding of requirements

- Are consistent with various elements of proposal

Government will calculate most probable cost for use in analysis of realism

Government will assess level of risk based on extent of realism of proposed cost at detailed and summary levels

The adjectival ratings below will be assigned to Cost/Price Risk:

Section M Evaluation Criteria

Section M Evaluation Criteria

Low Little difference exists between the offeror’s proposed cost/price and the Government’s best estimate of the offeror’s MPC. Cost growth and/or other anomalies related to cost/price are unlikely to occur and any potential impact is manageable

Moderate Some difference exists between the offeror’s proposed cost/price and the Government’s best estimate of the offeror’s MPC. Cost growth and/or other anomalies related to cost/price may occur and the potential impact may require special attention.

High Significant difference exists between the offeror’s proposed cost/price and the Government’s best estimate of the offeror’s MPC. Cost growth and/or other anomalies related to cost/price is likely to occur and the impact may be unmanageable

Questions?

Please write any questions on the 3x5 cards provided and submit them to:

Mrs. Pauline Pickeringwade (here today)

- or -

E-mail questions to ctimr@cbp.dhs.gov no later than 11 January 2013 and all questions will be formally answered in an Amendment to the RFP mailto:ctimr@cbp.dhs.gov